Purchase and Administration Specialist

Role/Skill: Purchasing & Administration Specialist

Location: Kolkata

Experience: 2-7 Years

Band: BPO 2/3

Notice Period: 0-30 days


The Administration Specialist is responsible for delivering accurate and timely transactional support for

Purchasing & Admin ‑ related financial and administrative processes. This role focuses on P2P

processing, Purchasing, supplier maintenance, invoice receipting, and reporting, ensuring all Purchasing

& Admin (AP / Receipting) transactions are compliant, well‑documented, and processed within agreed

SLAs.


Location

 Offshore – India

 Shift Timing (Tentative): From 12:00 AM IST and / or 6:00 AM IST

 Training (Tentative): 5–6 weeks Knowledge Transfer (KT) at AU/NZ Timings


Key Responsibilities

Purchase-to-Pay (P2P) Processing

 Create purchase orders from email requests, ensuring compliant coding and approvals.

 Manage purchase order requests.

 Receipt invoices and consolidated/bulk invoices using Kofax / Speedscan.

 Monitor open purchase orders and GRNI reports; follow up with suppliers for invoices or

documentation.

 Process AP queries including but not limited to - chasing overdue payments, resolving missed

invoices, completing statement checks, and addressing stop-credit issues.

Supplier Maintenance & Governance

 Maintain supplier master data, including bank account changes and insurance expiry updates.

 Support supplier compliance checks where required.

Financial Processing & Reconciliations

 Process FX payments and prompt payment activities.

 Complete monthly reporting entries for Purchasing & Admin commitments.

 Conduct Daily, fortnightly and month-end activities and submit for processing.

 Record and upload entries into Purchasing & Admin or financial systems.


Reporting & Data Management

 Prepare and update Purchasing & Admin related reports and Supplier Lists.

 Maintain documentation and data accuracy across internal systems.

 Provide operational and managerial support for order reporting.

 Fulfill ad-hoc reporting requirements.

 Reports and Supplier Lists.

Stakeholder Support

 Respond to internal and external stakeholder queries regarding invoices, purchase orders,

payments and supplier data.

 Support finance, procurement, and Purchasing & Admin management teams with ad-hoc

transaction and reporting tasks.

 Coordinate with Client and Internal stakeholders as required


Required Skills & Qualifications

 Mandatory:

o Demonstrated experience in high-volume transactional processing (AP, P2P,

procurement, accounts processing or similar).

o Understanding of basic P2P (purchasing, receipting) and accounting concepts (journals,

accruals, GRNI etc).

o Excellent verbal and written communication skills.

o Strong attention to detail, accuracy and documentation habits.

o Intermediate MS Excel skills and experience working with workflow/document

management systems, with proficiency in broader MS Office Suite (SharePoint, Word,

PowerPoint etc).

o Experience working with offshore/remote teams or in a shared service environment.


 Preferred:

o Experience with Purchasing & Admin Management (AP / Receipting) systems (e.g., ERP,

SAP, Oracle JD).

o Knowledge of Industry and compliance documentation.

o Familiarity with Power BI and reporting tools.


Work Environment


 Offshore support for AU/NZ Purchasing & Admin (AP / Receipting) operations.

 Night shift (12:00 AM IST) & Morning shift (6:00 AM IST)

 Requires flexibility and ability to work independently.



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